Engineering Secretary / Office Manager

Calc Engineering • Doral, FL

1d • Onsite

About The Position

Calc Engineering is seeking an organized, personable Secretary/Office Manager to support our growing team in Doral, FL. This role is the backbone of daily office operations, combining traditional secretarial support (scheduling, correspondence, front-desk coverage) with broader office management responsibilities (vendor relationships, supplies, and HR coordination). This is an ideal opportunity for a candidate with prior secretarial or office management experience at an engineering, architecture, or construction firm - someone who is highly organized, discreet, and comfortable being the first point of contact for clients, vendors, and visitors, and who can speak knowledgeably to clients about project status given their familiarity with the industry.

Requirements

• 2+ years of experience as a Secretary or Office Manager within an engineering, architecture, or construction (AEC) firm
• Strong written and verbal communication skills in English
• Working knowledge of the engineering services industry (project phases, proposals, permitting) sufficient to field client questions and calls knowledgeably
• Proficiency in Microsoft Office (Word, Excel, Outlook); comfort learning new software tools
• Highly organized with strong attention to detail and ability to multitask
• Professional demeanor and discretion with confidential information
• Reliable, punctual, and able to work on-site full-time in Doral, FL

Responsibilities

• Handle client calls, including fielding inquiries from prospective clients, sharing project updates, and routing calls to the right team member
• Schedule and coordinate meetings, site visits, and appointments for principals and engineers
• Maintain filing systems (digital and physical) for tracking project logs, contracts, and correspondence
• Manage office supplies, equipment, and vendor relationships (IT support, cleaning services, equipment maintenance)
• Coordinate facilities issues and act as point of contact for building management
• Support onboarding of new employees (workstation setup, paperwork, orientation logistics)
• Maintain office calendar, including holidays, PTO tracking, and conference room scheduling
• Assist engineers and project managers with formatting proposals, permit submittments, and client deliverables

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed